DEPARTMENT OF STATE 

RULES 

DETERMINING THE STYLE TO BE FOLLOWED IN THE 
PREPARATION OF CORRESPONDENCE 







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U.S DEPARTMENT OF STATE. 


RULES 

DETERMINING THE STYLE TO BE FOLLOWED IN THE 
PREPARATION OF CORRESPONDENCE. 


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DEPARTMENT OE STATE, 


WASHINGTON, 


July 12, 1918. 


ORDER. 


To insure the maintenance of a uniform style in papers 
emanating from the Department, the rules set forth in the 
accompanying pages will he observed, in the preparation of 
correspondence. 

This Eorm Book shall be placed at the disposal of every 
correspondence clerk and typist for convenient reference and 
additional sheets and copies of Departmental Orders added 
from time to time to keep the Eorm Book up to date. 


ROBERT LANSING. 








FORM BOOK 


DEPARTMENT OF STATE. 


(S) 













CONTENTS. 


Abbreviations. 

Address, Position of. 

Addresses and Titles. 

Addresses and Titles for Diplomatic Corps 

Blank Forms. 

Capitalization. 

Carbons for Permanent Record. 

Cards. 

Copying. 

Correspondence, Designation of. 

Date. 

Departmental Orders (Index). 

Enclosures. 

File Numbers, Initials and Office Marks. . 

„ Foreign Names or Phrases. 

Foreign Titles. .!. 

Governors. 

Hints. 

Indentations... 

Invitations, Form of Addressing. 

Line Spacing. 

Margins. 

Orders, Departmental (Index). 

Pagination. 

Paper. 

Position of the Address. 

Punctuation and Spacing. 

Quotations. 

Salutation. 

Signature. 

Specimen Forms (Index). 

Subscription. 

Telegrams. 


Page. 

12 

10 

6-9 

9 

12 

11 

12 
l 4> 15 

12 

6 

6 

74 
12 
12 
12 
9 
9 
16 
11 
i3 
11 
6 

74 
11 
6 

10 

11 
11 

10 

11 
18 
io. 

12 


( 4 ) 



























































SECTION I. 


RULES FOR THE PREPARATION OF 
CORRESPONDENCE. 


(5) 












CORRESPONDENCE. 


The correspondence of the Department of State is designated under the following classes: 

Notes. —Correspondence between the Secretary of State and the diplomatic representatives of foreign 
Governments in Washington. 

Despatches. —Communications to the Department of State from American diplomatic and consular 
officers abroad. 

Instructions. —Communications from the Department of State to the American diplomatic and consular 
officers abroad. 

Miscellaneous Mail. —Communications to and from the Department of State with Government officers 
or private persons. 

Memorandums and Notes Verbale. —Unsigned communications to and from diplomatic missions in 
Washington. 

Third Person Letters. —Communications in the third person, unsigned. 


PAPER. 


The styles of paper to be used are as follows: 

Notes; also Formal Communications to the President. —Cap size, long, double sheets. Triple 
space type, when length of note permits. See specimen forms, page 22 et seq. 

Informal Notes. —Letter size, double sheets. Triple space, when length of note permits. See specimen 
forms pages 24 and 28. 

Instructions. —Cap size, single sheets, official blue seal paper. Double space. See page 44 et seq. 

Miscellaneous Letters and Third Person Letters. —Letter size, single sheets. See specimen forms 
page 62 et seq. 

Memorandums, Notes Verbale, etc. —Cap size, double sheets. See specimen forms, page 36 et seq. 

Informal or Special Letters. —Letter size, single sheet or small double sheet note paper, as preferred. 
Specimen, p. 66. 


MARGINS. 

Margins. —One and a half inches on left; one inch on right. Keep margins neat and even. 

DATE. 

Place the date near the right-hand margin, one space below the official head line, writing name of month 
in full, the cardinal number of the day and year. 

Exceptions. —The date line is placed at the foot, left-hand margins in Memorandums, Reports to the 
President, Third Person Notes, et cetera, as: 


Department of State, 

Washington, January 15, 1918. 


Every paper of record should bear a date. 


ADDRESSES AND TITLES. 

Addresses should be written in capitals and lower-case letters, with the name of the addressee on the 
first line, preceded or followed by the appropriate title of respect or courtesy; the street number should be written 
on the second line, indented to the fifth space, the city and State following on a third line, indented to the 
tenth space from the margin as: 


Mr. William Richardson, 

2961 Chestnut Street, 

Philadelphia, Pennsylvania. 


( 6 ) 






Should an address contain a descriptive title or be unusually lengthy, effort should be made to write it so 
as to please the eye, As: 

Mrs. Alexander Stuart Thurston, President, 

The Woman's Foreign Educational Association, 

4 Milk Street, Boston, Massachusetts. 

The title “The Honorable” should be used in addressing: 

Governors. 

Cabinet Officers. 

Senators. 

Members of Congress. 

American Ambassadors. 

American Ministers. 

The Secretary to the President and Assistant Secretaries of Executive Departments. 

Judges. 

The heads of independent Boards or Commissions. 

The title “Esquire” should be used after the names of: 

Chief Clerks and Chiefs of Bureaus of the Executive Departments. 

Commissioners of the District of Columbia. 

Mayors of cities. 

American diplomatic officers below the grade of Minister. 

American consular officers. 

The Clerk of the Supreme Court of the United States. 

Officers of other courts. 

The definite article should precede the titles “Honorable” and “Reverend.” 

Professional abbreviations as M. D., LL. D., D. D., follow the name of the person addressed and no title 
is prefixed, i. e., George Smith, M. D. 

In addressing distinguished foreigners, the correct formal style and title should be ascertained. For 
Great Britain, Whitaker’s Peerage, page 103 et seq., Whitaker’s Almanac, Foreign Office List, or Colonial 
Office List may be consulted. 

The Almanach de Gotha may be consulted for titles of Kings, foreign nobility, members of foreign diplo¬ 
matic corps, and personnel of foreign Governments. 

The monthly Diplomatic List, the State Department Register and the Congressional Directory may be 
consulted for correct names and addresses of members of the diplomatic corps at Washington and American 
officials. 

In the absence of other proper title of honor or courtesy, correspondents should be addressed as “Mr.”, 
‘Mrs.”, or “Miss.” 

The following are examples of correct form: 

His Excellency 

Sir Cecil Arthur Spring Rice, 

Ambassador of Great Britain. 

Mr. Constantin Brun, 

Minister of Denmark. 

Mr. H. H. Lahovary, 

Chargd d'Affaires ad interim of Roumania. 

The Honorable * 

Walter Hines Page, 

American Ambassador, 

London. 

* When in the United States, thus: 

The Honorable Walter Hines Page, 

American Ambassador to Great Britain. 

How at Hew York City. 


( 7 ) 







The Honorable 

Hoffman Philip, 

American Minister, 
Bogotd. 


Sydney Smith, Esquire, 

American Consul, 

Ensenada, Lower California, Mexico 


Richard C. Bundy, Esquire. 

American Charge d'Affaires, ad interim, 
Monrovia. 


Sheldon Whitehouse, Esquire, 

Secretary of the American Embassy, 
Petrograd. 


The Honorable 

The Secretary of the Treasury. 


« 

The Honorable William B. Allison, 
United States Senate. 


The Honorable Charles E. Littlefield, 
House of Representatives. 


The Honorable Melville W. Puller, 

Chief Justice of the United States. 


The Honorable William R. Day, 

Associate Justice, 

Supreme Court of the United States 


The Honorable George B. Adams, 

United States District Judge, 

Southern District of New York, 
New York, New York. 


The Commissioners 

of the District of Columbia. 


The Reverend Lyman Abbott, 

The Outlook, 

New York, New York. 


Professor James H. Gore, 

2210 R Street, N. W., 
Washington, D. C. 


( 8 ) 































To a cardinal — 

His Eminence 

Cardinal Mercier, 

Archbishop of (Place). 

(Salutation.) 

Your Eminence: 

(Subscription.) 

Yours faithfully, 

To a Lord or Marquess —* (See footnote.) 

The Most Honorable 

The Marquess of Winchester. 

(Salutation.) 

My Lord: 

To an Earl or Viscount — 

The Right Honorable 

The Earl of Shrewsbury. 

(Salutation.) 

My Lord: 

(Subscription): 

Your Lordship's most obedient servant, 
To a Knight — 

The Right Honorable 

Sir Julian Pauncefote, 

K. C. G., K. C. M. G. 

(Salutation.) 

Sir: 

(Subscription.) 

I have the honor to be, Sir, 

• Your obedient servant, 


The following are the official titles to be used 
Ambassador of the Argentine Republic. 
Ambassador of Austria-Hungary. 

Belgian Minister. 

Minister of Bolivia. 

Ambassador of Brazil. 

Minister of Bulgaria. 

Ambassador of Chile. ‘ 

Chinese Ambaoat a sln r. 

Minister of Colombia. 

Minister of Costa Rica. 

Minister of Cuba. 

Minister of Denmark. 

Minister of the Dominican Republic. 
Minister of Ecuador. 

Ambassador of the French Republic. 
German Ambassador. 

Ambassador of Great Britain. 

Minister of Greece. 

Minister of Guatemala. 

Minister of Haiti. 

Minister of Honduras. 


in addressing the diplomatic corps and governors 
Ambassador of Italy. 

Japanese Ambassador. 

Mexican Ambassador. 

Minister of the Netherlands. 

Minister of Nicaragua. 

Minister of Norway. 

Minister of Panama. 

Minister of Persia. 

Minister of Peru. 

Minister of Portugal. 

Minister of Roumania. 

Ambassador of Russia. 

Minister of Salvador. 

Minister of Serbia. 

Siamese Minister. 

Ambassador of Spain. 

Minister of Sweden. 

Minister of Switzerland. 

Ambassador of Turkey. 

Minister of Uruguay. 

Minister of Venezuela. 


Ambassadors should be addressed as: 

His Excellency. 

Ministers as: 

Mr. (or with title as in Diplomatic List). 

The governors of States should be addressed as follows: 

The Honorable 

The Governor of Alabama, 

Montgomery. 

* For further particulars concerning titles and addresses of nobility see Whitaker's Peerage, page 103 et seq. 


( 9 ) 






POSITION OF THE ADDRESS. 

In diplomatic notes, and informal and unofficial letters, and reports to the President the address should 
appear at the lower left-hand comer of the first page. In instructions and miscellaneous letters the address 
should precede the salutation, on the left-hand margin six notches below the date line. 

The title Excellency” properly appears in the address, salutation, and subscription of an Ambassador. 
It should not be used in body of the communication. 


The salutation should be 
case letters and be followed 

Formal, Correspondence : 

To the President — 

The President: 

To a foreign Ambassador — 

Excellency: 

To persons of nobility — 

(See page 9.) 

To a foreign Minister or Chargi — 

Sir: 

To other individuals — 

Sir (or Madam): 

To an American Ambassador — 

Sir: 

To an American Minister — 

Sir: 

For specimen forms of salutation, see page 17 et seq. 


It should be written in capitals and lower 

Informal Correspondence : 

To the President — 

Dear Mr. President: 

To a diplomat — 

My dear Mr. Ambassador: 

My dear Mr. Minister: 

My dear Mr. Charge d'Affaires: 

To a cabinet officer — 

My dear Mr. Secretary: 

My dear Mr. Attorney-General: 

My dear Mr. Postmaster-General: 

To a Senator — 

My dear Senator Smith: 

To a member of Congress — 

My dear Mr. Jones: 


SALUTATION. 

on the left-hand margin, neatly placed, 
by a colon, for example: 


Formal Correspondence: 

To the President — 

Respectfully submitted, 


SUBSCRIPTION. 


(Indented to middle of page.) 


To a foreign ambassador or minister — 

Accept, Excellency (or Sir), the renewed assurance of my highest considera¬ 
tion . 

/ 

To a foreign charge— 

Accept, Sir, the renewed assurance of my high consideration. 

To Cabinet Officers, Senators and Members of Congress, and Governors — 

I have the honor to be, Sir, (Indented 5 and 15 spaces respectively.) 

Your obedient servant, 


To officers of the Department and of the Diplomatic and Consular services and to other correspondents — 
I am, Sir, (Indented 5 and 15 spaces respectively.) 

Your obedient servant, 

For specimen forms, see p. 17 et seq. 

Informal Correspondence : 

To a diplomat — 

I am, my dear Baron Reed, 

Sincerely yours, 

For specimen forms see page 17 et seq. 


( 10 ) 























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SIGNATURE. 


In preparing communications to be signed by the Secretary of State, the word “Secretary” does not 
follow the signature. Exception. —When a formal communication is addressed directly to the Minister for 
Foreign Affairs of another country, the official title of the signer always follows the signature and should appear 
in full. Thus: 

(Signature) 

Secretary of State of the United States of America. 

When other officers of the Department sign miscellaneous mail the official title of the signer follows the 
signature, as, Acting Secretary of State, Assistant Secretary of State, Chief Clerk, etc. 

Care should be taken that the official title of the signer is carried well to the right of the page, so as to 
come below the normal place of signing. SUFFICIENT SPACE SHOULD ALWAYS BE LEFT- FOR THE 
SIGNATURE. 

Mail not signed by the Secretary or Acting Secretary, consult signing order, page 77. 

LINE SPACING. 

In letters and instructions the lines should be separated by a two-notch space; in the diplomatic notes the 
interval should be three notches when length of note permits. 

Exceptions. —When comprising one or more paragraphs, quotations should be indented five spaces 
beyond the margin, and the lines should be spaced one notch closer than the body of the text. 

Quotation marks should precede each paragraph and follow the last. 

In the text quotation marks should introduce and close the quotation, but should not appear at the begin¬ 
ning of each line thereof. 

The use of quotation marks should be confined to actual quotations. 

The name of a ship or a publication should be written in capitals, as: U. S. S. CHARLESTON; THE 
TIMES. 

PAGINATION. 

The second and subsequent pages should be numbered at the top, four notches above the middle of the 
text, thus: 


- 2 - 


On the right-hand margin, below the last full line, should be written the first key word of the following 
page. 


INDENTATIONS. 

All paragraphs, except quotations, should be uniformly indented to the fifth space within the margin. 


PUNCTUATION AND LETTER SPACING. 

Punctuation requires great care. Commas should be used judiciously but sparingly. A general rule is 
that if a phrase can be omitted or transposed, and make sense, the phrase may be set off by commas. Especial 
care should be taken in the case of parenthetical phrases that the same mark appear at the introduction and 
the close. 

No space should be made before or after a hyphen, as such. A hyphen used as a dash Should be preceded 
and followed by one space. 

One space should follow the comma, the apostrophe at the end of a possessive, and the period closing an 
abbreviation; two spaces should follow semicolon and colon. 

Any mark closing a sentence should be followed by three spaces. 

Quotation marks (single or double) immediately precede and follow the quoted matter, except that a 
mark of punctuation following the last quoted word should be included within the quotation marks. 

Words accidentally run together should be erased and spaced properly. 


CAPITALIZATION. 

The usual rules of capitalization should be observed. 

Embassy, consulate, department, minister, state, government and the like are capitalized except when 
used in the general sense. 


( 11 ) 




ABBREVIATIONS. 


Abbreviations should be avoided whenever possible except in quotations, where the original text should 
be scrupulously followed. 


FOREIGN NAMES, WORDS OR PHRASES. 

Care should be taken that the foreign spelling is followed and the proper accents shown. In Spanish the 
“n” should always appear in the title “Sefior.” 

ENCLOSURES. 

The enclosures of each communication should be fully enumerated in,close space at the foot thereof, on 
the left-hand margin, as follows: 

Enclosures: 

1. From France, No. 243, November 1, 1917. 

2. To Navy Department, December 2, 1918. 

Original papers sent as enclosures should be so described and the file numbers specified. 

The word “Enclosure” should never be on the same line as the official title of the signer of the paper. 

When the address of a communication wholly contained on one page is at the foot of the page, the enumera¬ 
tion of the enclosures precedes the address, as in the example on page 30, etc. When the communication 
extends beyond the first page the enumeration of enclosures comes at the end, after the signature. 

The address should always appear on the first page. In instructions and miscellaneous letters (formal) it 
appears at the beginning. In informal letters, diplomatic notes and communications to the President it 
appears at the bottom of first page, left-hand. 


BLANKS. 

The same care should be taken in the filling of blank forms as in the preparation of other correspondence. 


COYPING. 

Copies to be used as enclosures should be on paper of a size to correspond with the transmitting communi¬ 
cation. Copies should be carefully compared with original text. The words CORRECT COPY and the 
initials of the copyist should appear in brackets in the upper left-hand corner. 

Copies for the printer, unless otherwise ordered, should follow the “ Foreign Relations style ” in the 
omission of address, the abbreviation of subscription and the insertion of an introductory line, as: The 
Secretary of State to the British Ambassador. (See latest volume of Foreign Relations.) 

Copies for certification must follow the text exactly. In other copies errors of typography, spelling, 
capitalization, and punctuation should be corrected, but not mistakes in grammatical form unless clearly 
accidental and the sense ambiguous. 


FILE NUMBER, OFFICE MARKS, AND INITIALS. 

In notes and instructions the Index File Numbers should appear on the original and carbons in the lower 
left-hand of the last page of every communication. Where there is only one page it should appear at the lower 
left-hand of page 1. Thus: 812.114/7890. 

In letters the office mark should appear on the original and carbon, with the file numbers, in the upper 
left-hand corner of page 1. See Order 106, May 21, 1918, page 88. 

The office mark or initials should not be placed on the original of instructions, but should appear on 
the carbons. 


RECORD CARBONS. 

A blue record carbon copy should be made of every outgoing communication. This is for the Department’s 
permanent archives and should be an exact duplicate of the original. Additional carbons may be made as 
required. The blue record copy should bear the file number on the last page; the complete type initials of 
the drafting officer and clerk, and the typist; the office mark; and the pen initials of the responsible or direct¬ 
ing officers. 


TELEGRAMS. 

Should be made on green forms, with carbons, as directed by the head of the office. 


( 12 ) 









FORM OF ADDRESSING INVITATIONS. 


Outside Addresses: Inside Addresses 


The President 

The President' 1 

and Mrs. Wilson, 

and Mrs. Wilson. 

The White House. 


The Vice President 

The Vice President 

and Mrs. Marshall, 

The New Willard. 

and Mrs. Marshall. 

His Excellency 

His Excellency 


The Ambassador of the French Republic The Ambassador of the French Republic 


and Madame Jusserand, 

and Madame Jusserand. 

1903 Sixteenth Street. 


(If bachelor.) 


His Excellency 

(Name from diplomatic list.) 

1902 Sixteenth Street. 

His Excellency 

The Ambassador of the French Republic. 

The Minister of Costa Rica 

The Minister of Costa Rica 

and Madame Calvo, 

1904 Sixteenth Street. 

and Madame Calvo. 

(If bachelor.) 

Mr. (Name from diplomatic list). 

1902 Sixteenth Street. 

The Minister of Costa Rica. 

The Charge d'Affaires of Great Britain 
and Mrs. Barclay, 

1905 Sixteenth Street. 

The Charge d'Affaires of Great Britain 
and Mrs. Barclay. 

(If bachelor.) 

Mr. (Name from diplomatic list.) 

1904 Sixteenth Street. 

The Charge d’Affaires of Great Britain. 

The Honorable 

The Secretary of State 
and Mrs. Lansing, 

1906 Sixteenth Street. 

The Secretary of State 
and Mrs. Lansing. 

(For a Senator.) 

The Honorable 

Senator and Mrs. Jones. 

John Jones 

and Mrs. Jones. 


(For a Representative.) 

The Honorable 

John Henry Doe 
and Mrs. Doe, 

1900 Sixteenth Street. 

Mr. and Mrs. Doe. 


( 13 ) 



EXAMPLES FOR OFFICIAL CARDS 


The American Ambassador 


John Henry Doe 

Ambassador Extraordinary and Plenipotentiary 
of the United States of America 


John Henry Doe 

Envoy Extraordinary and Minister Plenipotentiary 
of the United States of America 


John Henry Doe 

Charg6 d ’Affaires ad interim 
of the United States of America 


( 14 ) 
















John Henry Doe 

Secretary of Embassy of the United States of America 


John Henry Doe 

Second Secretary of Embassy 
of the United States of America 


John Henry Doe 

Third Secretary of Embassy 
of the United States of America 


( 15 ) 



















HINTS. 


DON’T use commercial phrases, as “our Mr. (Name),” “the same,” etc. 

DON’T use the first personal pronoun in official communications, except in those for the Secretary’s 
signature. In communications to be signed for the Secretary, by other officers, the impersonal form is good, 
as “There is enclosed for your information” etc. 

DON’T say “ It is claimed ” for “ It is asserted .” 

“The paper has been located ” for “The paper has been found” 

“His whereabouts are unknown” for “His whereabouts is unknown.” 

“As to what he has done” for 11 Concerning what he has done.” 

“In view of the fact that he ” for “ Since he.” 

“ Ascertain information” for “ Procure information.” 

DON’T call a “conjecture” or an “inference” a “fact.” 

Avoid the word “locate”; “find” or “trace” or other synonyms are preferable. 

Recite the subject in the first paragraph. 

Omit unnecessary adjectives and aimless repetitions. 

A direct, simple style is always forceful. 


( 16 ) 






SECTION II. 


SPECIMEN FORMS. 


( 17 ) 

















INDEX. 

Page. 

To the President (Formal). 19,21,22 

To the President (Informal). 23, 24 

Note to a Foreign Ambassador (Formal). 25, 26 

Note to a Foreign Ambassador (Informal). 27, 28 

Note to a Foreign Minister (Formal). 29, 30 

Note to a Foreign Minister (Informal). 27 

Note to a Foreign Charge (Formal)..31, 32 

Note to a Foreign Charge (Informal). 27 

Memorandum. 33, 34 

Note Verbale or Third Person Note. 35, 36, 37 

Aide-Memoire. 38, 39 

Exchange of Notes... 40, 41,42 

Instruction to an American Ambassador... 43, 44 

Instruction to an American Minister. 45, 46 

Instruction to an American ChargE d’affaires ad Interim. 47, 48 

Instruction to an American Consul General or Consul. 49, 50 

Form Letter of Introduction (Specimen). 51,52 

To Cabinet Officer (Formal). 53, 54 

To Cabinet Officer (Informal). 55, 56 

To a Senator (Formal). 57 , 58 

To a Senator (Informal)... 59, 60 

To a Representative (Formal). 61,62 

To a Representative (Informal). 63, 64 

To Secretary to President (Informal). 65, 66 

Miscellaneous, to One Person.67,68 

Miscellaneous, to a Firm. 69,70 

Third Person Letter. 7 1 , 72 


( 18 ) 




































THE PRESIDENT. 


(Formal.) 


(Official headline and date.) 


The President: 


(Written on long, double embossed 
paper, triple space, margin 1-1/2 
inches on left and 1 inch on right. 
Date on right-hand margin, one space 
below imprint.) 


Enclosures: (if any) 


Respectfully, 

or Respectfully submitted, 


The President, 

The White House. 

Eile No. 

Bureau Mark. 

(See specimen on page 22.) 


( 19 ) 








FORMAL TO THE PRESIDENT. 

(Eor communication to Congress.) 


The President: 


(Written on long white or blue seal paper, 
triple space. Written in two originals, 
four carbons (two carbons to go with letter 
to White House). This letter is usually 
accompanied by two originals and two carbons 
of document which it transmits.) 

(Documents to Congress addressed: 

To the Senate and House of Representatives.) 


Respectfully submitted, 

Enclosure: (Sample on Page 21.) 

Department of State, 

Washington, June 21, 1918. 


( 20 ) 







TO THE SENATE ANT) HOUSE OP REPRESENTATIVES: 

I transmit a report by the Secretary of State accompanied by 
a copy of a note from the Minister of Belgium at Washington ex¬ 
pressing the wish of his Government that Mr. Brand Whitlock, the 
American Minister to Belgium, may be permitted to accept a decora¬ 
tion of the Grand Cordon of the Order of Leopold which the King of 
the Belgians desires to confer as a recognition of the exceptional 
circumstances under which Mr. Whitlock discharged his official 
duties in occupied Belgium, and as a testimonial of the King's 
gratitude to the whole American nation. 

I ask the Congress to consider whether its permission should 
not be accorded for the acceptance of the decoration by Mr. Whit¬ 
lock as conferred for "an exceptional, extraordinary, and meri¬ 
torious act", as set out by the Secretary of State. 

THE WHITE HOUSE, 

June, 1918. 


( 21 ) 













The President: 


In response to a resolution adopted by the House of Rep¬ 
resentatives on June 3, 1918, requesting the Secretary of State 
"to report to the House of Representatives the number of men in 
the service of the Department of State who were on June 5, 1917, 

between the ages of 21 and 31, for whom requests for exemption 

from military duty or deferred classification have been asked by 

such department and allowed, the name and home address of each such 
person and the character of work he is.performing in the service of 
the department and the length of time he has been in such service," 
the undersigned, the Secretary of State, has the honor to lay before 

the President with a view to its transmission to the House of 


Representatives, if the President approve thereof, a statement 
containing the information requested in the resolution. 

Respectfully submitted, 


Enclosure: 

List of employees for whom exemption 
from military service has been requested. 


Department of State, 


Washington, June 13, 1918. 


( 22 ) 





THE PRESIDENT. 


(Informal.) 


(Official headline and date.) 


My dear Mr. President: 


(Written on short, double, blue or 
white seal paper, margin 1-1/2 
inches on left and 1 inch on right 
Double space. Date on right-hand 
margin, one space below imprint.) 


Faithfully yours, 


Enclosure: (If any.) 
Describe it. 


The President, 

The White House. 
File No. 

Bureau Mark. 


(See specimen overleaf.) 








DEPARTMENT OF STATE 


WASHINGTON 

June 17, 1918. 


My dear Mr. President: 

I leg to enclose the remarks of the new Minister of 
Panama and to request you to he good enough to inform me 
when it will he agreeable to you to receive him for the 
purpose of presenting his credentials. 

Faithfully yours, 


Enclosure: 

As above. 


The President, 

The White House. 

3A 


(24) 








FORMAL ROTE TO FOREIGN AMBASSADOR. 


(Official headline and date.) 


No. 


Excellency: 


(Written on double, long, embossed 
triple space, margin 1-1/2 inches on 
left and 1 inch on right. Date on 

right-hand margin and one space 

below imprint.) 


Accept, Excellency, the renewed assurance of my highest 


consideration. 


Enclosure: 

(Describe it.) 

His Excellency 

(Name of Ambassador.) 
Ambassador of .... 


File number. 

Bureau mark. 

(Always put address at foot of FIRST page.) 

(See specimen overleaf.) 


(25) 







DEPARTMENT OP STATE 


WASHINGTON 

June 3, 1918. 


No. 


Excellency: 

Adverting to your note of the 24th of May enclosing 
application for export license covering 1,000 pounds of monotype 
metal for the Government of Brazil, I have the honor to advise you 
that a license has Been issued for the exportation of the above- 

mentioned metal. 


Accept, Excellency, the renewed assurance of my highest 

consideration. 


His Excellency 

Mr. Domicio da Gama, 

Ambassador of Brazil. 


311.62/1191 

2A 


(26) 







INFORMAL NOTE TO FOREIGN AMBASSADOR, MINISTER OR CHARGE. 


(Official headline and date.J 


I Ambassador. 
Minister. 

Charge d’Affaires : 


(Written on double, short, blue seal 
paper, triple space, margin 1-1/2 
inches on left and 1 inch on right. 
Date on right-hand margin, one space 
below imprint.) 


I am, my dear Mr. (Name of Ambassador, Minister or Chargd.) 


Very sincerely yours, 


Enclosure: (If any.) 

(Describe it.) 

Address. 

File No. 

Office Mark. 


(See specimen overleaf.) 


(27) 









DEPARTMENT OP STATE 


WASHINGTON 

Pebruary 4. 1918. 


My dear Mr. Ambassador: 


I leg to acknowledge the receipt of your communication 
of the 1st instant in which you request the release from military 

service in the United States of the Spanish subject, Juan Ruiz, 

whose Spanish nationality you state is attested by papers which 
you have sent directly to the Provost Marshal General’s Office. 

I have taken pleasure in communicating a copy of your letter 
to the Secretary of War and in requesting prompt and attentive con¬ 
sideration of the case by the authorities concerned. 


I am, my dear Senor Riafio, 

Very sincerely yours, 


His Excellency 

Seftor Don Juan Riafio y Gayangos, 
Ambassador of Spain. 

811.2222/3275 

Di-S 


(28) 












/ 































FORMAL NOTE TO FOREIGN MINISTER. 


(Official headline and date.) 


No. 


Sir: 


(Written on double, long, embossed, 
triple space, margin 1-1/2 inches 
on left and 1 inch on right. Date 

on right-hand margin one space be¬ 
low imprint.) 


Accept, Sir, the renewed assurance of my highest considera¬ 


tion. 

Enclosure: 

(Describe it.) 

Mr. (Name of Minister.) 

Minister of -- 

File number. 

Bureau Mark. 

(See specimen overleaf 


(29) 











DEPARTMENT OP STATE 


WASHINGTON 

June 5, 1918. 


No. 


Sir: 


I have the honor to transmit herewith for your information, a 
set of documents published by the Bureau of Education which may be 

of interest to your Government. 

Accept, Sir, the renewed assurances of my highest consider¬ 
ation. 


Por the Secretary of State. 


Enclosure: 

Set of documents published by the Bureau of Education. 
Phya Prabha Karavongse, 

Minister of Siam. 

362.111 

2A 


(30) 

























V 








FORMAL NOTE TO FOREIGN CHARGE D'AFFAIRES AD INTERIM. 


(Official headline and date.) 


No. 


Sir: 


(Written on double, long, embossed 
paper, triple space, margin 1-1/2 
inches on left and 1 inch on right. 

Date on right-hand margin one space 

below imprint.) 


Accept, Sir, the renewed assurance of my high consideration. 


Enclosure: (If any.) 

(Describe it.) 

Mr. (Name erf Charge.) 

Charge d'Affaires ad interim of (Name of country). 
File No. 


(See specimen overleaf.) 


(31 > 












DEPARTMENT OP STATE, 


WASHINGTON, 


June 17, 1918. 


No. 

Sir: 

Referring to your note of May 15, 1918, in which you ex¬ 
pressed a desire that this Government give favorable consideration 
to the export application of Messrs. John Doe and Company, In¬ 
corporated, of New York City and Chile, covering shipment of 

certain chemicals, I beg to advise you that, owing to the very urgent 

needs of this country for these chemicals, this Government is unable 
to grant the desired license. 

Accept, Sir, the renewed assurance of my high consideration. 

Por the Secretary of State: 


Sefior Don Gustavo Munizaga Varela, 

Charge d*Affaires ad interim of Chile. 

625.119/870 

TA 


(32) 





MEMORANDUM. 

(Written on double, long, embossed 
papers, triple space, usual margin. 
Date at left, foot of last page.) 


(See specimen overleaf 


(33) 








MEMORANDUM. 


The Government of the United States of America accepts the 
plenipotentiary authority of Earl Li Hung Chang and Prince Ching 
as prima facie sufficient for the preliminary negotiations looting 

toward the return of the Imperial Chinese Government and to the 

resumption of its authority at Peking, and toward the negotiation 
of a complete settlement "by the duly appointed plenipotentiaries 
of the powers and of China. 

To these ends the American minister in Peking will he 


authorized to enter into relations with Earl Li and Prince Ching 
as the immediate representatives of the Chinese Emperor. 


Department of State, 

Washington, September 21, 1900. 


(34) 







t 


NOTE VERBALE 
or 

THIRD PERSON NOTE. 

(Written on double, long, embossed 
paper, triple space. Date at left, 
foot of last page.) 

Enclosure: (If any.) 

Department of State, 

Washington, (Date). 

Pile No. 

Office mark. 

(See specimen overleaf.) 


(H5) 






The Secretary of State presents his compliments to His 


Excellency, the Ambassador of the French Republic, and has the 
honor to acknowledge with thanks the receipt of his note of the 
26th instant and of the Report on Agriculture in France for 1916 

which accompanied the note. 


Department of State, 

Washington, May 30, 1917. 


812.223/7890 













The Department of State has received the memorandum of the 


20th instant, in which the Royal Spanish Embassy, in charge of 
Turkish interests in the United States, requests that the 

Secretary of War he asked to discharge the Ottoman subject, 

Dr. Amin A. Khairallah, who it appears has been discharged from 

the military service of the United States, and has been inducted 

into military service for the second time. 

A copy of the Embassy's memorandum and its original 

enclosures have been transmitted to the War Department for 


consideration and appropriate action. 


Department of State, 

Washington, April 23, 1918. 
811.2222/7843 

Di 


( 37 ) 







AIDE-MEMOIRE. 


(Written on double, long, embossed 
paper, triple space. Date at left, 
foot of last page.) 


Enclosures: (If any.) 

Department of State, 

Washington, (date) 

Pile Ho. 

Office mark. 

(See specimen overleaf 


( 38 ) 









AIDE-MEMOIRE. 


In view of the statement contained in the French Embassy's 

memorandum of the 9th instant, relating to the exemption of 

American steam vessels from boiler inspection in French ports, and 

confirming the conversation of this afternoon, the Secretary of 

State informs His Excellency the French Ambassador that the 

authorities of this Government will instruct American inspectors 

of steam vessels to extend reciprocal privilege to steam merchant 

vessels of France when visiting ports in the United States. 


Department of State, 

Washington, March 18, 1916. 

182.113/6735 

Di 


( 39 ) 




























\ 












EXCHANGE OE NOTES. 


DEPARTMENT OE STATE. 

(Date.) 


Excellency: 

(or Sir:) 


Written on Hue or white seal, long 
double note paper, triple space) 


Accept, Excellency, (or Sir), &c. 


His Excellency, (or Mr.) 
(Name) * 


(See specimen overleaf.) 


( 40 ) 




DEPARTMENT OE STATE 


WASHINGTON, 

November 2, 1917. 


Excellency: 

I have the honor to communicate herein my understanding of 
the agreement reached hy us in our recent conversations touching 
the questions of mutual interest to our Governments relating to 
the Republic of China. 

In order to silence mischievous reports that have from time 

to time been circulated, it is believed by us that a public an¬ 
nouncement once more of the desires and intentions shared by our 

two Governments with regard to China is advisable. 

The Governments of the United States and Japan recognize that 

territorial propinquity creates special relations between coun¬ 
tries, and, consequently, the Government of the United States 
recognizes that Japan has special interests in China, particularly 
in the part to which her possessions are contiguous. 

The territorial sovereignty of China, nevertheless, remains 
unimpaired. 

His Excellency 

Viscount KIKUJIRO ISHII, 

Ambassador Extraordinary and Plenipo¬ 
tentiary of Japan, on Special Mission. 


( 41 ) 









































































































































unimpaired and the Government of the United States has every 
confidence in the repeated assurances of the Imperial Japanese 
Government that while geographical position gives Japan such 
special interests they have no desire to discriminate against the 
trade of other nations or to disregard the commercial rights here¬ 
tofore granted hy China in treaties with other powers. 

The Governments of the United States and Japan deny that they 

have any purpose to infringe in any way the independence or terri¬ 
torial integrity of China and they declare, furthermore, that they 

always adhere to the principle of the so-called "Open Door" or 
equal opportunity for commerce and industry in China. 

Moreover, they mutually declare that they are opposed to the 
acquisition hy any Government of any special rights or privileges 
that would affect the independence or territorial integrity of 
China or that would deny to the subjects or citizens of any coun¬ 
try the full enjoyment of equal opportunity in the commerce and 
industry of China. 

I shall he glad to have Your Excellency confirm this under¬ 
standing of the agreement reached hy us. 

Accept, Excellency, the renewed assurance of my highest con¬ 


sideration. 

ROBERT LANSING. 


( 42 ) 










INSTRUCTION TO AMERICAN AMBASSADOR. 


(Official headline and date.) 


No. 


The Honorable 
(Name.) 

American Ambassador, 
(Place.) 


Sir: 


(Written on single, long blue seal 
paper, double space, margin 1-1/2 
inches on left and 1 inch on right. 
Date on right-hand margin one space 
below imprint.) 


I am, Sir, 


Your obedient servant, 


Enclosure: (If any.) 

(Describe it.) 

Pile Number 

(Important Instructions laying down a policy or expressing approval or 
criticism of a course are signed by the Secretary. Other instructions 
are signed: "Por the Secretary of.State:" by the Counselor or an 
Assistant Secretary. Pollow Departmental Order No. 79.) 


(See specimen overleaf.) 


( 43 ) 






DEPARTMENT OP STATE 


WASHINGTON 

June 25, 1918. 


No. 

The Honorable 

William G. Sharp, 

American Ambassador, 

Paris. 

Sir: 

There is enclosed herewith a copy of a letter dated June 15, 
1918, from Seggerman Bros., complaining of the requisition of 
a quantity of "Small White Beans" by Prench authorities at an 
alleged inadequate price. 

You will bring this matter to the attention of the Poreign 
Office and inquire as to what remedies, if any, have been provided 
by Prench laws or regulations for the settlement of claims for the 
value of goods requisitioned by Prench authorities at a price 
which the owners consider insufficient. 

I am, Sir, 

Your obedient servant, 

Por the Secretary of State: 


Enclosure: 

Prom Seggerman Brothers, 
June 15, 1918. 

351.115. 


( 44 ) 





INSTRUCTION TO AMERICANJmINISTER. 


(Official headline and date.) 


No. 


The Honorable 
(Name.) 

American Minister, 
(Place.) 


Sir: 


(Written on single, long, blue seal 
paper,'double space, margin 1-1/2 
inches on left and 1 inch on right. 
Date on right-hand margin one space 
below imprint.) 


I am, Sir, 


Your obedient servant, 

Por the Secretary of State: 

Enclosure: (If any.) 

(Describe it.) 

Pile No. 

(Important Instructions laying down a policy or expressing approval or 
criticism of a course are signed by the Secretary. Other instructions 
are signed: "Por the Secretary of State:" by the Counselor or an 
Assistant Secretary. Pollow Departmental Order No. 79.) 


(See specimen overleaf.) 


( 45 ) 





























































DEPARTMENT OE STATE 


WASHINGTON 

July 15, 1918. 


No. 


The Honorable 

Pleasant A. Stovall, 

American Minister, 

Berne. 

Sir: 

The Department has received your despatch No. 2990 of May 4, 
1918, respecting the request of Doctor A. C. Harte, representing 
the Y. M. C. A. in Geneva, to have a report transmitted to the 
German War Prisoners' Department in Berlin. 

Your action in not complying with Doctor Harte's request is 
approved and there is enclosed for Doctor Harte's information a 
copy of The Trading With the Enemy Act. 

I am, Sir, 

Your obedient servant, 

Eor the Secretary of State: 


Enclosure: 

Copy of The Trading 
With the Enemy Act. 


012/20011 






INSTRUCTION TO AMERICAN CHARGE D'AFFAIRES AD INTERIM. 


(Official headline and date.) 


No. 

(Name), Esquire, 

American Charge d'Affaires ad interim, 
(Place.) 

Sir: 


(Written on long, single, blue 
seal paper, double space, margin 
1-1/2 inches on left and 1 inch 
right. Date on right-hand margin 
one space "below imprint.) 


I am, Sir, 


Your obedient servant, 


Enclosure: (If any.) 

(Describe it.) 

File No. 

(Important Instructions laying down a policy or expressing approval 
or criticism of a course are signed by the Secretary. Other instruc¬ 
tions are signed: '-'For the Secretary of State:'' by the Counselor or 
an Assistant Secretary. Follow Departmental Order No. 79.) 


(See specimen overleaf.) 


(47) 








DEPARTMENT OP STATE 


WASHINGTON 

June 26, 1918. 


No. 


Frederic Ogden de Billier, Esquire, 

American Charge d'Affaires ad interim, 

Santiago. 

Sir: 

The Department has received your No. 388, of May 21, 
transmitting a medal commemorative of the.centenary of the Battle 
of Maipu, offered to you hy the Chilean Government, and requesting 
instructions concerning it. 

In reply you are informed that the medal will "be retained 
in the Department's custody until such time as Congress shal] 
authorize its delivery. 

I am, Sir, 

Your obedient servant, 

Por the Secretary of State: 


093.255 


( 48 ) 







INSTRUCTIONS TO AMERICAN CONSUL. 


(Official headline and date.) 


No. 


(Name,) Esquire, 

American Consul, 

(Place,) (Country.) 

Sir: 

(Written on long, single, blue seal 
paper, double space, margin 1 1/2 
inches on left and 1 inch on right. 
Date on right-hand margin one space 
below imprint.) 

♦ 


I am, Sir, 


Your obedient servant, 

Eor the Secretary of State:. 


Enclosure: 
Pile No. 


(Important Instructions laying down a policy or expressing approval 
or criticism of a course are signed by the Secretary. Other 
instructions are signed: ''Por the Secretary of State: 1 ' by the 
Director of the Consular Service. Pollow the Departmental Order 
No. 79.) 


(See specimen overleaf.) 


(40) 






DEPARTMENT OP STATE 


WASHINGTON 

June 3, 1918. 


No. 

Ezra M. Lawton, Esquire, 

American Consul, 

Nogales, Mexico. 

Sir: 

The Department has received from the Consular Agent at 
Cananea the passport application of George Young, who desires a 
passport to include his daughter Millicent, for the purpose of 
traveling from Cananea to Mexico City and Hermosillo. 

You are informed that a passport has been issued to Mr. Young, 
good for the places mentioned, "but that his daughter has not been 
included in his passport for the reason that the Department does 
not deem it advisable to issue passports to women at this time to 
enable them to travel in Mexico. When delivering the passport to 
Mr. Young, you are instructed to advise him that his daughter may 
submit a separate application, which, when received, will have 
prompt consideration. 

I am, Sir, 

Your obedient servant, 

Por the Secretary of State: 


823.22/13 


( 50 ) 














FORM FOR LETTER OF INTRODUCTION. 


(Official Leadline and date.) 

To the 

Diplomatic and Consular Officers 

of the United States of America. 


Gentlemen: 

(Written on single, "blue seal paper, 

double space. Margin 1-1/2 inches 

on left and 1 inch on right. Date 

on right-hand margin, one space below 


imprint.) 


I am, 

Gentlemen, 


Your obedient servant, 


* Footnote 

: These letters should always be counter initialed by the 


Bureau of Division of Passport Control. 

(See specimen overleaf.) 


( 51 ) 









DEPARTMENT OP STATE 
WASHINGTON 

August 19, 1906. 


To the 

Diplomatic and Consular Officers 

of the United States of America. 

Gentlemen: 

At the instance of the Honorable Amos L. Allen, a Representa¬ 
tive in the Congress of the United States from the State of Maine, 

r 

I take pleasure in introducing to you Mr. John Doe, of Portland, 
Maine, who is about to proceed abroad, and I cordially bespeak for 
him such courtesies and assistance as you may be able to render, 
consistently with your official duties. 

I am, Gentlemen, 

Your obedient servant, 


( 52 ) 









CABINET OFFICERS. 


(Formal.) 


In reply refer to 
(Office mark.) File No. 


The Honorable 

The Secretary of. 

Sir: 


(Written on single, blue seal 
paper, double space. Margin 1-1/2 
inches on left and 1 inch on right. 
Date on right-hand margin, one 
space below imprint.) 


I have the honor tc be, Sir, 

Your obedient servant, 


Enclosure: (If any.) 


(Letters of importance are signed by the Secretary, 
cabinet letters as per specimen overleaf). 


(Date.) 


Routine 


( 53 ) 






DEPARTMENT OP STATE 


In reply refer to WASHINGTON 

Ci 

February 9, 1918 


The Honorable 

The Attorney General. 


Sir: 

I have the honor to transmit to you herewith a copy of a 
letter dated February 6th from Mr. Paul Hoecher, a native of 
Alsace-Lorraine of French parentage, who desires to receive 
permission to depart from this country. 

This Department assumes that your Department will communi¬ 
cate with Mr. Hoecher with regard thereto. 

I have the honor to be, Sir, 

Your obedient servant, 

For the Secretary of State: 


Counselor 


Enclosure: 

From Mr. Paul Hoecher, 
February 6, 1918. 


( 54 ) 











CABINET OFFICERS. 


(Informal.) 


In reply refer to 
(Office mark.) File No. 

(Official headline and date.) 


My dear Mr. Secretary: 


(Written on single, blue seal paper, 
double space. Margin 1-1/2 inches 
on left and 1 inch on right. Date 
on right-hand margin, one space 
below imprint.) 


I am, my dear Mr. (Name), 

Very truly yours, 


Enclosure: (If any.) 

(Address.) 

(See specimen overleaf.) 


( 55 ) 





DEPARTMENT OP STATE 


In reply refer to WASHINGTON 

So--835.543/15 

June 27, 1918. 


My dear Mr. Secretary: 

I have the pleasure to enclose, as of possible interest to 
you, copy of this Department's telegram of June 12 to the 
American Ambassador at Buenos Aires concerning the trade mark 
laws of Argentina. 

I am, my dear Mr. Redfield, 

Very truly yours, 


Enclosure: 

Copy of a telegram from 
Buenos Aires, June 12, 1918. 


The Honorable William C. Redfield, 


Secretary of Commerce. 















































TO A SENATOR. 


(Formal.) 


In reply refer to 
(Office mark.) File No. 

(Official headline and date.) 


The Honorable 
(Name.) 

United States Senate. 


Sir: 


(Written on single, blue seal paper, 
double space. Margin 1-1/2 inches 
on left and 1 inch on right. Date 
on right-hand margin one space 
below imprint.) 


I have the honor to be, Sir, 

Your obedient servant, 


Enclosure: (If any.) 


( 57 ) 


(See specimen overleaf.) 













DEPARTMENT OE STATE 


In reply refer to WASHINGTON 

2A 

June 27, 1918. 


The Honorable 

John Smith, 

United States Senate . 

Sir: 

Adverting to your recent inquiry concerning the whereabouts 
and welfare of Mrs. Martha Jenkins, of Norwood, Maryland, I have 
the honor to enclose copy of a telegram dated June 21st which has 
been received from the American Ambassador at Berne, reporting 
that Mrs. Jenkins has recently arrived at Berne and is in good 
health. 

I have the honor to be, Sir, 

Your obedient servant, 


Enclosure: 

Telegram from Berne, June 21, 1918. 


( 58 ) 








TO A SENATOR. 


(Informal.) 


In reply refer to 
(Office mark.) File No. 

(Official headline and date.) 


Dear Mr. Senator: 
or 

Dear Senator (name): 


(Written on single, blue seal 
short paper, double space. Margin 
1-1/2 inches on left and 1 inch 
on right. Date on right-hand 
margin one space below imprint.) 


I am, my dear Senator (Name,) 
Sincerely yours, 


Enclosure: (If any.) 

The Honorable (Name), 

United States Senate. 


(See specimen overleaf.) 


( 59 ) 











































DEPARTMENT OP STATE 


In reply refer to WASHINGTON 

Ap-543.211/9 

February 9, 1918. 


Dear Senator Knox: 

I am in receipt of your letter of February 7th transmitting a 
communication from Mr. B. D. Woodward, of New York City, and in 
reply I write to say that just at this time there is no place 
under the Department of State where the services of Mr. Woodward 
can be utilized to advantage. 

You are assured that if an opportunity is presented Mr. 
Woodward's offer, which is appreciated, and what you have said 
about him will receive attentive consideration. 

Yours very sincerely, 


The Honorable 

Philander C. Knox, 


United States Senate. 






MISCELLANEOUS TO A REPRESENTATIVE. 


(Formal. > 


In reply refer to 
(Office mark.) File No. 

(Official headline and date.) 


The Honorable 
(Name), 

House of Representatives. 


Sir: 


(Written on short, single, blue seal 
paper, double space. Margin 1-1/2 
inches on left and 1 inch on right. 
Date on right-hand margin one space 
below imprint.) 


I have the honor to be, Sir, 

Your obedient servant, 


Enclosure: (If any.) 


(See specimen overleaf.) 





DEPARTMENT OE STATE 

In reply refer to WASHINGTON 

Ci - 984.111/86 

February 4, 1918. 


The Honorable J. H. Capstick, 

House of Representatives. 

Sir: 

I have the honor to acknowledge the receipt of your letter of 
January 24, concerning the desire of Mr. John Smith, who is now in 
Havana, Cuba, to obtain an extension of his passport. 

The American Minister at Havana has been instructed to extend 
Mr. Smith's passport to July 2, 1918. 

I have the honor to be, Sir, 

Your obedient servant, 


( 62 ) 






MISCELLANEOUS TO A REPRESENTATIVE. 


(Informal.) 


In reply refer to 
(Office mark.) Pile No. 

(Official headline and date). 


My dear Mr. (Name): 


(Written on single, "blue seal, short 
paper, double space. Margin 1-1/2 
inches on left and 1 inch on right.) 


I am, my dear Mr. (Name), 
Sincerely yours, 


Enclosure: (If any.) 


The Honorable (Name) 

House of Representatives. 


(See specimen overleaf.) 


( 63 > 











DEPARTMENT OP STATE 


In reply refer to WASHINGTON 

2A 

June 27, 1918. 


My dear Mr. Cannon: 

Replying to your letter of the 14th instant, I take pleasure 
in enclosing two copies of the latest diplomatic and consular 
list. 

I am, my dear Mr. Cannon, 

Sincerely yours, 


Enclosures: 

Two copies of diplomatic and consular list. 


The Honorable Joseph G. Cannon 
House of Representatives. 









LETTER TO SECRETARY TO THE PRESIDENT. 


In reply refer to 
(Office Mark.) Pile No. 

(Official Headline and date.) 


Dear Mr. (Name): 


(Written on single, blue seal short 
paper, double space. Margin 1-1/2 
inches on left and 1 inch on right.) 


I am, my dear Mr. _ 

♦ 

Very truly yours, 

(The Secretary or Acting Secretary 
usually signs these letters.) 


Enclosure: (If any.) 


The Honorable 
(Name), 

Secretary to the President, 
The White House. 


(See specimen overleaf.) 


(65) 

















DEPARTMENT OP STATE 


reply refer to WASHINGTON 

\ 

June 27, 1918. 


Dear Mr. Tumulty: 

At the request of the American Ambassador at Paris, I have 
the pleasure to enclose for the information of the President an 
interesting pamphlet describing the war work of the Red Cross in 
Prance. 

I am, my dear Mr. Tumulty, 

Sincerely yours, 


Enclosure: 

Pamphlet as above. 


The Honorable 

Joseph P. Tumulty, 

Secretary to the President, 
The White House. 


(66) 































































































• 



















, . 


















MISCELLANEOUS. 


(When written to one person.) 


In reply refer to 
(Office mark.) Eile Ho. 

(Official headline and date.) 


Mr. 

Mrs. |(Name.) 

Miss.J 

(Street address). 
(City.) 

Sir: (Madam.) 


(Written on short, single hlue seal 
seal paper, double space. Margin 
1-1/2 inches on left and 1 inch on 
right. Date on right-hand margin, 
one space below imprint.) < 


I am, Sir (Madam), 

Your obedient servant, 

Eor the Secretary of State: 


Title of 
(Signing Officer.) 

Enclosure: (If any.) See Dept. Order 79. 

(See specimen overleaf.) 


(67) 























































































































DEPARTMENT OP STATE, 


In reply refer to WASHINGTON, 

TA-300.115/13805 

Pebruary 12, 1918. 

Mr. Bolton Armao, 

2 Stone Street, 

New York City. 

Sir: 

Referring to previous correspondence regarding certain mer¬ 
chandise belonging to you and said to be stored at Piraeus , the 
Department encloses for your information a copy of despatch No. 
268, dated December 19, 1917, from the American Consul General at 
Athens. 

I am, Sir, 

Your obedient servant, 

Por the Secretary of State: 

Second Assistant Secretary. 


1 enclosure: 

Prom American Consul-General at Athens, 
No. 268, December 19, 1917. 


(68) 















































































« 





















MISCELLANEOUS. 


(When written to a firm.) 


In reply refer to 
(Office mark.) File No. 

(Official headline and date.) 


Messrs. (Name.) 


(Street address.) 
(City.) 
Gentlemen: 


(Written on short, single, blue 
seal paper, double space. Margin 
1-1/2 inches on left and 1 inch on 
right. Date on right-hand margin 
one space below imprint.) 


I am, Gentlemen, 

Your obedient servant, 

For the Secretary of State: 


(Title of Signing Officer. 
Enclosure: (If any.) See Order 79.) 

Describe it. 


(See specimen overleaf.) 


(69) 











DEPARTMENT OE STATE, 


In reply refer to WASHINGTON, 

WE 763.72/11 

June 27, 1918 


Messrs. John Smith and Company, 

1405 42d Street, 

New York City. 

/ 

Gentlemen: 

Your letter of the 21st instant requesting to be furnished 
with a list of the countries at war with Germany has been 
received. 

In reply there is transmitted herewith a list of the coun¬ 
tries at war with Germany and a list of those which have severed 
diplomatic relations with Germany. 

I am, Gentlemen, 

/ 

Your obedient servant, 

Eor the Secretary of State: 


Enclosures: 

Lists as above. 


Second Assistant Secretary 


(70) 




































































































































































FORM FOR THIRD PERSON LETTER. 


In reply refer to 
(Office mark.) File No. 

(Official headline and date.) 


(Written on short, single, "blue seal 
paper, double space. Margin 1-1/2 
inches on left and 1 inch on right. 
Date on right-hand margin one space 
below imprint.) 


Enclosure: (If any.) 


(See specimen overleaf.) 








DEPARTMENT OP STATE, 

In reply refer to WASHINGTON, 

WE-012./122621/124 

June 6, 1918. 


Tiie Secretary of State presents his compliments to the Honor¬ 
able the Secretary of War and has the honor to enclose four 
letters and seven post cards addressed to officers of his Depart¬ 
ment, which have been received through the American Legation at 
The Hague from the Spanish Embassy at Berlin. 


Enclosures: 

With No. 851 and 
861 from The Hague 
April 16th and 18th, 
1918. 


(72) 









SECTION III. 


DEPARTMENTAL ORDERS. 


( 73 ) 











INDEX. 


Acknowledgments to other Departments . May 12, July 16, 1917 

Addressing Consuls .. March 7, 1918. 

Addressing Government Boards . February 14, 1918.... 

Comparing copies . April 29, 1918. 

Conversations (should be confirmed by memos.) . May 31, 1918. 

Correspondence with Foreign Embassies and Legations, (cite 
this Government as authority for action, not the particular 

Department concerned) . March 19, 1918. 

Correspondence Bureau, Establishment of . October 7, 1918. 

Diplomatic Pouch, Mail for . April 4, 1918. 

Division of Foreign Intelligence: 

Work of . May 7, 1917. 

Receipt of copies of Outgoing Telegrams . October 1, 1917. 

Endorsement of Action on Originals . July 13, 1916. .. 

Filing Papers .. . May 22, 1918. 

Form Letters for acknowledgment to other Departments .May 12, 1917. 

Instructions Circular, to Diplomatic and Consular Officers 
(copies for filing) . October 18, 1916. 

Memoranda for Administrative officers of the Department .January 21, 1918. 

Office Marks: 

List . January 21, 1918. 

Use on Outgoing Communications . May 21, 1918. 

Outgoing Communications: 

Arrangement of Pages, Routing, etc . August 20, 1915. 

Expediting Outgoing Mail . November 26, 1917... 

Extra Copies . July 13, 1916. 

Initialing . August 20, 1915. 

Mailing .. July 13, 1916. 

Mailing (later order) . October 7, 1918. 

Record carbons . July 18, 1913. 

Signature, hours for . August 20, 1915. 

Passport Control, Reorganization of . August 13, 1918. 

Signing Outgoing Mail . January 30, 1917. 

Subjects dealt with by Divisions and Bureaus by form letter . . July 16, 1917. 

Telegrams (action should be taken and noted on yellow copy) — April 5, 1918. 

Telephone Conversations, action based upon ... May 31, 1918. 

Transmission of information to other Departments and Govern¬ 
ment offices . July 16, 1917. 


Page. 

79 

86 

85 

88 

89 


86 

9i 

87 

78 

82 

76 

89 

79 


7 6 

85 


84 

88 


75 

83 

76 

75 

76 
9i 
75 
75 

90 

77 

81, 82 

87 

89 

80 


( 74 ) 




































































































































ORDER BY THE CHIEF CLERK No. 55. 


Record Copies op Outgoing Communications. 

Carbon copies of outgoing correspondence for record must be made with the same care for neatness and 
accuracy as the originals for signature. The copies must be legible, erasures must be tidy, and there must be 
no interlineations or pen corrections except such as appear on the originals. Signature and certification 
stamps are to be impressed carefully, and the initials of the certifying clerk affixed legibly, in ink or indelible 
pencil. 

When a copy consists of two or more pages, the pages are to be pinned together at the upper left-hand 
comer. 

By direction of the Secretary. 

BEN G. DAVIS. 

Department of State, 

Washington, July 18, 1913. 


Department of State, 

Washington, August 20, 1915. 


To the Chiefs of Bureaus and Divisions. 

Gentlemen : 

Owing to the large outgoing mail now being handled in the Department, the following directions will be 
observed with a view to expediting its review and signing: 

1. The signature page should be on top. 

2. All mail and telegrams for the Secretary’s signature should be sent to Mr. Adee’s room as early in 
the day as possible, and not later than 3.30 p. m. The Secretary does not sign after 4 p. m. 

3. Form letters are frequently used in replying to inquiries. Wherever there are twenty or more 
answers of a kind (and frequently these form letters run into the hundreds) it would save time and expense, 
to have the form letters neatly multigraphed (in typewriter type), leaving space for insertion of address 
and signature. 

4. The original letter under answer should in all practicable cases be attached to the outgoing letter 
so that the signing officer may understand what he is signing. 

5. Full initials should be placed on the record copies. 

By direction of the Secretary. 


( 75 ) 


BEN G. DAVIS, 

Chief Clerk. 























DEPARTMENTAL ORDER No. 73. 


Beginning July 17, 1916, all letter mail and telegrams will be sent direct from the signing officers to the 
Index Bureau where they will be mailed or properly disposed of. 

Bureaus desiring to retain copies of letters will prepare an extra carbon copy which will accompany the 
original letter to the signing officer and which will be authenticated at the mailing desk and returned to the 
proper Bureau. 

Clerks drafting letters or instructions will indorse on the original paper acted upon, the action taken 
and an order to file and such original paper will be attached to the typed letter and accompany it to the signing 
officer and to the mailing desk. 

If further action is desired upon the original paper a card will be attached thereto as follows: “Return 
to.for further consideration.” 

Enclosures to accompany outgoing letters or instructions will, as far as possible, be attached thereto; if 
inconvenient to so attach them they will be sent direct to the Index Bureau at the same time as the draft is 
sent for signature, with memorandum of instruction as to the letter they are to accompany. 

FRANK L. POLK, 

Acting Secretary of State. 

Department oe State, 

Washington, J'idy 13, 1916. 


DEPARTMENTAL ORDER No. 77. 

Hereafter whenever a new General Instruction or Special Instruction to diplomatic and consular officers 
is issued copies thereof shall be sent to each bureau, division, and office of the Department for its information 
and future reference. For the permanent filing of these Instructions loose-leaf binders will be furnished by the 
Department. 

FRANK L. POLK, 

Acting Secretary of State. 


Department oe State, 

Washington, October 18, 1916. 


( 76 ) 













ORDER BY THE SECRETARY OF STATE No. 79. 


By reason of the volume of the Department’s outgoing mail the following directions will be followed a 
to^ signature: 

The Secretary will sign: 

All notes to Ambassadors accredited to this Government; 

Notes of importance to Ministers accredited to this Government, but not notes of acknowledgment, 
recognition of Foreign Consular Officers in the United States, etc.; 

Important diplomatic instructions to American embassies and legations—that is, instructions cover¬ 
ing policy, approval of action, etc.; 

Letters of importance to members of the Cabinet—not those relating to ordinary matters of routines 
and 

All letters to Senators, Members of Congress, and Governors. 

The Counselor will sign: 

“For the Secretary of State”: 

All notes to Ministers accredited to this Government not signed by the Secretary; and 
Diplomatic instructions to American embassies and legations on general subjects. 

“For the Secretary of State: - Counselor”. 

Letters to members of the Cabinet not signed by the Secretary, except requests to the Treasury for 
free entry; and 

If prepared for his signature and marked with IMPORTANT, red tag, he will sign miscellaneous 
mail. 

The Assistant Secretary will sign: 

“For the Secretary of State”: 

Diplomatic instructions relating to welfare; and 

“For the Secretary of State: - Assistant Secretary ”. 

Miscellaneous mail prepared in the Western European and Near Eastern Divisions. 

The Second Assistant Secretary will sign: 

“For the Secretary of State: - Second Assistant Secretary ”. 

General miscellaneous mail, as at present. 

The Third Assistant Secretary will sign: 

“For the Secretary of State: - Third Assistant Secretary”. 

Miscellaneous mail relating to welfare matters. 

Letters to the Secretary of the Treasury requesting free entry. 

Mail relating to accounts; and 

Mail relating to congresses, conferences and like events. 

The Director of the Consular Service will sign: 

Consular instructions and Consular mail, as at present. 

All mail is to be sent to the Office of the Second Assistant Secretary for review before signature. 

The foregoing directions supersede all previous directions as to the signature of mail. 

ROBERT LANSING. 


Department of State, 

Washington, January 30, 1917. 


( 77 ) 









DEPARTMENTAL ORDER No. 82. 


The name of the Division of Information is hereby changed to The Division of Foreign Intelligence and 
will carry on the following work: 

1. The preparation of news items for the press; receiving and answering inquiries from newspaper 
correspondents. 

2. Censorship and control of Departmental publicity under the direction of the Secretary. 

3. Representation of the Secretary on the new Publicity Committee. 

4. The dissemination by mail and telegraph of information of value to diplomatic and consular officers 
for their confidential guidance. 

5. The dissemination by mail and telegraph to diplomatic and consular officers of information for publica¬ 
tion abroad. 

6. The dissemination to diplomatic and consular services of information given to the press. 

7. Telegraphic news sendee to diplomatic missions abroad. 

8. Furnishing to officers of the Department of press bulletins, copies of texts and information sent to 
foreign sendees. 

9. Preparation and distribution through local news agencies of material suitable for publication in the 
foreign press in explanation of American policies and activities. 

10. Communication to members of Congress, Governors of States, universities, magazines, chambers of 
commerce and other organizations of bulletins and texts of official documents which will be helpful in under¬ 
standing the foreign policy of the United States. 

11. Careful reading of the American and foreign press and distribution of daily press summaries, clipping 
books, and special articles to interested officers of the Department. 

12. Preparation and publication of the Information Series. 

13. Publication of Foreign Relations. 

It is desired that all officers of the Department keep the Division promptly and fully informed concerning 
items of any news value. Whenever practicable such items should be sent either in documentary form or 
in the form of memoranda giving the facts as nearly as possible in the words in which the press bulletin should 
be issued. When in doubt as to the wisdom of the publication of any part or all of a subject, such doubt 
should be stated. 

Despatches and telegrams, confidential and otherwise, of interest to the foreign service should be sent 
to the Division without delay in order that they may be acted upon as promptly as possible. It is desired 
that all officers of the Department keep the Division informed as to matters of fact or policy which should 
be understood abroad, in order that the Division may take steps to have them communicated either by mail 
or telegraph. 

All information intended for the Division should be communicated as promptly as possible in order that 
it may not lose its news value before distribution. 

It is desired that officers of the Department make all possible suggestions for the improvement of the 
Division’s work. 

It is desired to impress upon officers of the Department the importance of the work contemplated and that 
they should cooperate and render prompt assistance whenever called upon by the Division. 

The Division is under the joint direction of Mr. Hugh S. Gibson and Mr. Philip H. Patchin. 


Department of State, 

Washington , May 7, 1917. 


ROBERT LANSING. 









Department of State, 

Washington, May 12, 1917. 


To the Chiefs of Bureaus, Divisions and Offices. 

Gentlemen : 

Hereafter simple acknowledgments of communications from other Departments will be discontinued. 

In cases where the other Department’s letter is transmitted elsewhere the following printed form may be 
used and a blue record carbon prepared : 

The Secretary of State presents his compliments to the Honorable the Secretary of.and 

has the honor to acknowledge the receipt of his letter of.with reference to. 

The substance thereof has been communicated to. 

It is to be carefully borne in mind, however, that this printed form is not to be used in any outgoing 
letter on which any comment is made or action taken by this Department. All such communications will 
be made by letter, with blue carbon copy, for the signature of the Counselor as usual. 

I am, Gentlemen, 

Your obedient servant, 


(Signed) BEN G. DAVIS, 

Chief Clerk . 


( 79 ) 



























































» 





















DEPARTMENTAL ORDER No. 84. 


In order to conserve as far as possible the time of the responsible officers and still further to systematize 
the routine work of the Department, the following rules will hereafter be observed in dealing with the routine 
transmission to other Departments and Government offices of such information as is now forwarded by third 
person letter: 

1. The work of transmitting information in a routine manner to other Departments will hereafter 

be confined to the Diplomatic and Consular Bureaus and Office of the Foreign Trade Adviser, 
according to the nature of the information to be transmitted. 

2. Telegrams or despatches requiring transmission to other Departments and offices of the Govern¬ 

ment should be despatched by the geographical divisions or other offices at once, by messenger, 
to the one of the three offices mentioned which deals with the subject of the communication, 
after having indicated thereon the views of the division or office. At the same time the 
geographical division will send to the Tally Desk of the Index Bureau notification that the 
papers have been transferred to another office. 

3. The Diplomatic (correspondence section) or Consular Bureau or the Trade Adviser’s Office, as 

the case may be, will immediately prepare the necessary copies or paraphrases for transmission. 
In the case of telegrams not requiring paraphrasing, the Telegraph Office will supply the copies 
needed by the transmitting office. 

4. A copy of Form A or B, according to the nature of the action desired, will be attached to the 

copy or paraphrase to be transmitted. 

5. The clerk preparing the document for transmission will stamp the date of transmission upon the 

form. 

6. The original despatch or telegram shall invariably be indorsed by a statement of the action taken, 

as*for example: 

“Copy to Treasury, June 22, 1917, Form A2” or “Copy to Treasury, June 22, 1917, Form 
B2 ’’; 

“Paraphrase to Commerce, June 22, 1917, Form A9” or “Paraphrase to Commerce, June 
22, 1917, Form B9.” 

7. The form will then be initialed on the lower right-hand corner by the Chief of Bureau or the Trade 

Adviser and despatched to its destination. 

8. The indorsement on the original paper will at the same time be initialed by the Chief of Bureau 

or Trade Adviser. 

9. Care will be exercised by the heads of the three offices, in which the transmission of information 

is to be concentrated, to give precedence to communications of an urgent character which 
should have immediate attention. 

The heads of the three offices concerned will be expected to work in such close relationship as will tend 
to promote uniformity of action and in any case where they may be doubtful in regard to the transmission 
of any communication it will be their duty to obtain specific instructions from the administrative officer 
having jurisdiction over the subject matter involved. 

There is attached a tentative list of subjects now being dealt with by each division and bureau in a routine 
manner. It is desired that this list be followed strictly until amended or superseded by a new list. At the 
same time, each head of an office, division, or bureau is cordially invited to submit suggestions of subjects 
that may be added to or changes that may be made in the list, to the end that there may be evolved a 
complete and accurate list showing the distribution of the work of the Department among the various offices, 
divisions, and bureaus, not only for the immediate purpose of systematizing the handling of routine but also 
in order to bring about an equitable distribution of administrative responsibility. 

This order does not apply to the work of the Counselor’s office in charge of Mr. Harrison, to the Bureau 
of Citizenship, or to the Bureau of Accounts. 

FRANK L. POLK, 

Acting Secretary of State. 

July 16, 1917. 


List of Third Person Notes of Transmission. 


Number. Letter. 


The White House. 

. 1 

A B 

The Secretary of the Treasury. 


A B 

The Secretary of War. 


A B 

The Attorney General. 


A B 

The Postmaster General. 


A B 

The Secretary of the Navy. 

. 6 

A B 

The Secretary of the Interior. 


A B 

The Secretary of Agriculture. 

. 8 

A B 

The Secretary of Commerce. 

. 9 

A B 

The Secretary of Labor. 


A B 

The Government Printing Office. 


A B 

The Smithsonian Institution. 


A B 



Number 

Letter. 

The Civil Service Commission. 

.... 13 

A 

B 

The Interstate Commerce Commission. . .. 


A 

B 

The United States Geographic Board. 

.... 15 

A 

B 

The Isthmian Canal Commission. 

.... 16 

A 

B 

The Library of Congress. 

.... 17 

A 

B 

The Tariff Board. 

.... 18 

A 

B 

The Federal Reserve Board. 

.... 19 

A 

B 

The Federal Trade Commission. 


A 

B 

The Committee on Public Information.... 


A 

B 

The Council of National Defense. 


A 

B 

The United States Shipping Board. 

.... 23 

A 

B 

The Pan-American Union. 

.... 24 

A 

B 


(SO) 



























. 












■ 











































































































V 















Forms of third person letters. 

The Secretary of State presents his compliments to the Honorable 
the Secretary of the Treasury and has the honor to transmit the enclosed 
communication for consideration and such action as may be required. 
2 A 


The Secretary of State presents his compliments to the Honorable 
the Secretary of the Treasury and has the honor to request an expression 
of his views upon the subject of the enclosed communication. 

2 B 


Subjects handled by 

Anthrax. 

Birth statistics (both from diplomatic and con¬ 
sular officers). 

Call signals. 

Certificates for pension cases. 

Certification Consular invoices. 

Coal storage for Navy. 

Conscription. 

Criminal records. 

Death of gunners. 

Death reports. Estates. 

Disinfection regulations. 

Enlistment and commissions in U. S. Army. 
Estimates, Consular service. 

Hydrographic information (both from diplomatic 
and consular officers). 

Immigration. (Administrative.) 

Importation of goods manufactured by convict 
labor. 

Invoicing of hair nets. 

Mail sent in care of consular officers. 

Movements of vessels. (Correspondence from 
diplomatic and consular officers.) 

Subjects handled by Office 

British statutory blacklist. 

Cooperative societies. 

Commercial education. 

Cotton markets. 

Crop reports, draughts, etc. 

Customs regulations. 

Employment of soldiers, after the war. 

Export control publications. 

Export permits, foreign. 

Harbor rules and regulations. 

Import and export tariffs, foreign and domestic. 

Subjects handled by Division 

Cable censorship. 

Conduct of Germans at Bucharest. 

Educational work among invalid soldiers. 
Forwarding of letters, documents, etc. 

Mail for soldiers abroad. 

Subjects handled by 

Bolling to Squires. 

Customs courtesies. 

Estimates diplomatic service. 

Exchange publications. 

Immigration. (Nonadministrative; investment 
opportunities to Foreign Trade Advisers.) 


Consular Bureau. 

Naturalization certificates. 

Navigation laws, violation of. 

Pension vouchers. 

Plague. 

Publications. (Administrative.) 

Rare materials, production of. 

Sale of Liberty Bonds. 

Section Six certificates. 

Shipment of seamen. 

Stranding of vessel. 

Submarine activities. 

Surveys of American vessels. 

Tea standards. 

Tenders of service. 

Transfer of vessels. 

Transportation of passengers on American ships. 
U. S. Commissioners of Deeds, Appointment. 

War inventions. 

Welfare and whereabouts. 

Wireless stations. (Administrative.) 


of Foreign Trade Advisers. 

Import permits, foreign. 

Investment opportunities. 

Loan of the Spanish Government to Western 
Europe. 

Manganese ore in Cuba. 

Moving picture firms. 

Municipal bathing establishments. 

Shipbuilding. 

Trade opportunities. 

Transit merchandise. 

of Western European Affairs. 

Transportation of Austrian subjects. 

Troops furnished by Portugal. 

Welfare of employees. 

Y. M. C. A. Work. 


Diplomatic Bureau. 

Money-order lists. 

Pouch service. 

Safe conducts. 

Transfer of British V. C. at Manila. (See order.) 


( 81 ) 















































. 




























































































































Subjects handled by Bureau of Appointments. 
Tenders of service (from miscellaneous sources). 

Subjects handled by Near Eastern Division. 
List of Americans in Constantinople. 

Subjects handled by Third Assistant Secretary. 

Commissions, visit of to United States. 
Radiotelegraphic Commission. 

Subjects handled by Latin American Division. 

Expeditionary forces in Santo Domingo. 
Furnishing of troops by Panama. 


DEPARTMENTAL ORDER No. 85. 


An extra carbon copy of all outgoing telegrams will be prepared hereafter by the respective divisions, 
bureaus, or offices of the Department, and plainly marked “For the Bureau of Foreign Intelligence.” 

These additional carbon copies will accompany the originals to the telegraph room and will be forwarded 
from there to the Division of Foreign Intelligence immediately upon despatch of the telegram. 


October r, 1917. 


FRANK L. POLK, 
Acting Secretary of State. 


( 82 ) 









DEPARTMENTAL ORDER No. 91. 


With a view to bringing about a more expeditious despatch of the outgoing mail it is directed that all 
officers and employees of the Department observe the following rules, which will place the handling of out¬ 
going mail on a systematic basis: 

1. Each piece of mail shall have attached to it when leaving the drafting office a tag indicating the 
offices in which it is to be initialed before going to Mr. Adee. 

2. Officers receiving mail for initial shall initial it with as little delay as possible and send it on to 
the next initialing officer or Mr. Adee, as the case may be. 

3. Mail shall be sent from the drafting office direct to the initialing officers by messenger, and 
thence, after initialing, by messenger, to Mr. Adee’s office and not through the Index Bureau. 

4. Mail for the Secretary’s signature shall reach Mr. Adee before 3.30 p. m. The Secretary signs 
at 2 and 4 p. m. daily, and before noon on Saturday. The Counselor and Assistant Secretaries will sign 
at 12.30 and 4 p. m. 

5. After signature all mail will go directly, as at present, to the mailing desk in the Index Bureau 
for mailing. (This does not apply to Consular mail, which will be returned to the Consular Bureau 
mailing desk). 

For the Secretary of State: 


November 26, 1917. 


William Phillips, 

Assistant Secretary . 
















DEPARTMENTAL ORDER No. 94. 


The signs heretofore designating the various offices, bureaus, and divisions of the Department are hereby 
abolished and from this date the following abbreviations will be substituted therefor: 


i 


<Pc 


% 


S. Secretary. 

C. Counselor. 

C-A. Mr. Auchincloss. 

C-H. Mr. Harrison. 

LA. Division of Latin American Affairs. 

Me. Division of Mexican Affairs. 

TA. Foreign Trade Adviser. 

TA-L. Mr. Lay (Trade Adviser). 

In. Division of Foreign Intelligence. 

AT. Adviser on Commercial Treaties. 

A. Assistant Secretary. 

A-G.Mr. Grew (Western European). 

CC. Chief Clerk. 

WE. Division of Western European Affairs. 

NE. Division of Near Eastern Affairs. 

NE-M .... Mr. Miles (Russian Division). 

Tr. Translator. 

2A. Second Assistant Secretary. 

. .. . Bureau of Citizenship. 

IB. Index Bureau. 

Di. Diplomatic Bureau. 

Di-S. Diplomatic Bureau, Stenographic Section. 

Li. Bureau of Rolls and Library. 

3A.Third Assistant Secretary. 

FE. Division of Far Eastern Affairs. 

Ap. Bureau of Appointments. 

Ac. Bureau of Accounts. 

DC. Director of the Consular Service. 

Co. Consular Bureau. 

So. Solicitor. 


ROBERT LANSING. 


Department of State, 

January 21, 1918. 


( 84 ) 




































DEPARTMENTAL ORDER No. 93. 


In order to conserve the time of the administrative officers of the Department in considering memoranda 
addressed to them by the various chiefs of bureaus and divisions, the following form will be observed in future 
in the preparation of memoranda: 

To: (Officer to whom memorandum addressed.) 

Subject: (Subject of which memorandum treats.) 

Resume: (Statement of two or three lines outlining the substance of the memorandum.) 

(THE MEMORANDUM.) 

FRANK L. POLK, 

Acting Secretary of State. 


Department of State, 

January 21, 1918. 


DEPARTMENTAL ORDER No. 96. 

In order to secure uniformity in addressing the several independent Government Boards, or those which 
have been established in connection with the war activities (for instance, War Trade Board, Shipping Board, 
Council of National Defense, etc.), all communications to these organizations will be addressed in their 
respective names, and on a line beneath will be written, if necessary, “For attention of (giving the branch or 
subhead of the board),” as for instance: 

Council of National Defense, 

Attention of Commcercial Economy Board. 

ROBERT LANSING. 


Department of State, 

February 14 , 1918. 


( 85 ) 







Department of State, 


March 7, 1918. 


lo the Chiefs of Bureaus, Divisions and Offices, Department of State. 

Gentlemen : 

In order to secure uniformity of practice throughout the Department in the manner of addressing tele¬ 
grams to the various consuls, you are requested in the preparation of telegrams to adopt the address of “American 
Consul,” followed by the name of the place and in parentheses the name of the country. 

I am, Gentlemen, your obedient servant, 

BEN G. DAVIS, 

Chief Clerk. 

CC 


Department of State, 

March 19, 1918. 


All Offices and Bureaus Please Note: 

There has been an increasing practice in the Department, in writing to foreign Embassies and Legations, 
to say, “Your note has been referred to the War Trade Board,” “Department of Labor,” or “the Shipping 
Board,” as the case may be; or, “the War Trade Board states in reply to your inquiry,” etc., etc. 

It is immaterial and not good form to mention what branch of the Government has handled a question 
All that is necessary is to state the action taken or the conclusion reached, as, “The matter has been referred 
to the appropriate branch of this Government for attention”, or, “After due consideration I beg to inform you 
that this Government,” etc., etc. 

A. A. ADEE. 


(SG) 








































Department of State, 


Washington, April 4, 1918. 


To the Chiefs of Bureaus, Divisions, and Offices. 

Gentlemen : 

Your attention is called to the necessity of having all mail of a confidential nature or of major importance 
intended for despatch by diplomatic pouch to be so indicated on the envelope or wrapper of each piece and 
delivered to the mail room not later than 2.30 on the afternoon of the day preceding the day on which the 
pouch is to be despatched. Special attention should be given to the notices of dates of sailing furnished by 
the mail room. 


P. F. ABBEN, 
Acting Chief Clerk. 


April 5, 1918. 


To the Chiefs of Divisions, Bureaus and Offices. 

Gentlemen: 

Your attention is urgently called to the Department’s order of November 26, 1917, cautioning officers 
and employees of the Department against taking action on flimsy copies of incoming telegrams, which reads 
as follows: 

“In order to insure proper action on all telegrams, officers and employees of the Department are 
cautioned against taking action on flimsy copies of incoming telegrams. For the purpose of obviating 
delay in the delivery of the “yellow” telegrams, the Index Bureau has instituted a fifteen-minute mes¬ 
senger service to all offices in the State Department building. It is therefore urgently requested that the 
rule of taking action on “yellow” telegrams only be strictly observed.” 

I am, Gentlemen, 

You obedient servant, 


P. F. Allen, 
Acting Chief Clerk. 


(87) 







Department oe State, 


Washington, April 29th, 1918. 


The Chiefs of Bureaus, Divisions and Offices, 

Department of State. 

Gentlemen : 

Mr. Adee informs me that he is frequently annoyed by finding errors in papers which have been copied 
for transmission with outgoing letters and feels, very properly, that it should not be necessary for him to read 
enclosures to be assured of their correctness. 

In order to insure the comparing of outgoing copies and the fixing of responsibility for their correctness 
they will hereafter be stamped “Compared Copy’’ and initialed by the copyist or the comparer. Mr. Adee 
will not continue to pass enclosures of this nature unless they comply with the above instruction. 

I am, Gentlemen, 

Your obedient servant, 


CC 


BEN G. DAVIS, 

Chief Clerk. 


DEPARTMENTAL ORDER No. 106. 


In order to more readily direct incoming correspondence on a particular subject to the office of the Depart¬ 
ment which has been handling that subject, there will hereafter be noted on the upper left-hand comer of 
outgoing communications (excepting notes and instructions) immediately below the Department seal the words 
“ In reply refer to,” followed on a line below by the designation mark of the Bureau, Division, or Office and the 
file number of the correspondence, as for example, 

“In reply refer to 
Co-i 25.0093/90” 

Chiefs of bureaus, divisions, and offices will give the proper instructions for compliance with this order. 

ROBERT LANSING. 

Department of State, 

May 21, 1918. 


(88) 







Department of State, 


May 22, 1918. 


The Chiefs of Bureaus, Divisions, and Offices, 

Department of State. 

Gentlemen : 

Your attention is invited to the standing rule of the Department that papers upon which action is complete 
shall be marked “File,” followed by the initialing of the responsible officer or clerk. The Index Bureau has 
directions not to file a paper until so marked. 

The cooperation of the several offices and bureaus is desired in order that this rule may be properly 
observed. 

I am, Gentlemen, 

Your obedient servant, 


BEN G. DAVIS, 


Chief Clerk. 


Approved: 

Alvey A. Adee. 


To the Chiefs of Bureaus, Divisions, and Offices, 

Department of State. 

Gentlemen : 

It frequently happens that important action is taken based upon telephone conversations of which the 
Department has no record or no confirmatory authority. In order to obviate a possibility of laxity in this 
respect, action based upon telephone conversations should be accompanied by a memorandum relative thereto 
and must be immediately followed by a confirmatory signed letter authorizing the action taken, for index and 
record. 

I am, Gentlemen, 

Your obedient servant, 


William Phillips, 

Assistant Secretary. 


Department of State, 

May 31, 1918. 


(89) 

























































































































































































- 








































DEPARTMENTAL ORDER No. 115. 


The office in the Department of State now knowm as the Bureau of Citizenship shall be known hereafter 
as the Division of Passport Control. This Division shall continue to carry on the work heretofore carried 
on by the Bureau of Citizenship, including the examination of citizenship cases and the issuance of passports. 
In carrying on this work the Chief of the Division of Passport Control is authorized to divide the office force 
into such sections as he may deem necessary, and arrange the work accordingly. 

When the Chief of the Division of Passport Control finds it impossible to read, approve, and initial corre¬ 
spondence concerning passports and citizenship matters, for signature by the administrative heads of the 
Department, because of its great volume, he may designate the Adviser in Citizenship Matters, consular 
officers temporarily detailed for duty in the Division, or other officials to do this work, provided the approval 
of the signing officers is obtained, but the officials referred to will forward to the Chief of the Division, for his 
approval and initialing, all cases of special importance. They will be expected to exercise care and discretion 
in this matter. 

The office in the Division of Passport Control which administers the provisions of the Joint Order of 
the Department of State and the Department of Labor of July 26, 1917, and the Circular Instruction No. 
535, of the same date, to Diplomatic and Consular Officers, relating to the Control of Aliens coming to the 
United States, shall be known as the Visa Office. 

The office in the Division of Passport Control which administers the work relating to the issuance of per¬ 
mits to aliens to leave the United States, under the provisions of the President’s Proclamation and Executive 
Order of August 8, 1918, and the Confidential Instructions of the Secretary of State, approved by the President 
on the same date, shall be known as the Foreign Permits Office. 

The officials who are, or shall be, in charge of the Visa Office and the Foreign Permits Office of the Division 
of Passport Control will administer the work of those offices under the supervision of the Chief of the Division, 
and will consult with him in regard to all matters of special importance relating to the work of the offices 
mentioned. They will consult with him in regard to all changes in the personnel of their offices and all modifi¬ 
cations of the rules and regulations. They will also refer to him, for signature or initialing, all letters, 
telegrams, and written instructions of spetial importance. Furthermore, they will be expected to inform the 
Chief of the Division in advance concerning all conferences of special importance with officials of other depart¬ 
ments or offices or with other persons. They will keep memoranda of such conferences. 

The Chief of the Division of Passport Control may authorize the Chief of the Visa Office and the Chief of 
the Foreign Permits Office to sign letters and telegrams of certain classes, but they will be expected to observe 
the rule of the Department that communications of special importance, including all communications, except 
those of a routine nature, addressed to members of Congress, shall be prepared for signature by the Secretary 
of State, the Counselor, the Assistant Secretary of State, the Second Assistant Secretary, the Third Assistant 
Secretary, or the Director of the Consular Service. The Chiefs of the offices mentioned, after initialing such 
communications, will send them to the Chief of the Division for initialing. 

The Chief of the Division of Passport Control will be expected to consult with the Assistant Secretary of 
State concerning matters of special- importance relating to the work of the Foreign Permits Office, and with 
the Director of the Consular Service concerning matters of special importance relating to the work of the Visa 
Office. He will refer to them, for signature or initialing, telegrams, letters, and other written communications 
relating to such matters. 

An official will be designated by the Department to act as Assistant Chief of the Division of Passport 
Control, and such official will take the place of the Chief in his absence. 

Robert Lansing, 

Secretary of State. 

Department of State, 

August 13, 1918. 



































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DEPARTMENTAL ORDER No. 122. 

1. An office to review and mail correspondence, to be known as the Correspondence Bureau, is hereby 
established. Miss M. M. Hanna is designated Chief of Bureau. 

2. All outgoing mail and telegrams (except Consular mail on consular matters) shall be sent from the 
drafting officers, after being duly initialed, to the Correspondence Bureau for review before signature. 

3. The mail willJbe carefully read in the Correspondence Bureau. Any doubt as to the policy involved 
shall be passed upon by the Second Assistant Secretary or other officer designated by the Secretary of State. 

4. The Correspondence Bureau, consisting of the Chief and such other assistants and clerks as may be 
necessary, shall be a part of the office of the Second Assistant Secretary. 

5. The Chief.of the Correspondence Bureau is authorized to offer tentative suggestions in change of wording 
in the outgoing correspondence and to correct freely obvious errors of grammar, orthography, or form. 

6. After the mail is signed it shall be returned to the Correspondence Bureau and will be promptly mailed 
therefrom. Mail for the Diplomatic Corps, departmental mail, and specially urgent local mail will be delivered 
by messenger. From the date of this order, therefore, all outgoing mail (except Consular mail) will be 
despatched from the Correspondence Bureau. 

7. One extra carbon copy only shall be made of each outgoing mail communication. Such copies with 
signature duly stamped thereon shall be filed in the Correspondence Bureau. These files will enable an imme¬ 
diate answer to inquiries whether and when a paper has been signed and despatched. These carbon copies 
will be filed alphabetically for miscellaneous correspondence and by countries for diplomatic notes and instruc¬ 
tions and are intended merely for temporary reference—not for permanent record. The usual blue index 
carbon copy will be sent, after certification by the Correspondence Bureau, to the Index Bureau for per¬ 
manent index and filing. All offices, bureaus, and divisions will hereafter see that the extra copy mentioned 
above is attached to papers typed in their offices. The Citizenship and Consular Bureaus are excepted. 

8. Instructions shall be dated in the office where typed as at present. Diplomatic notes and miscellaneous 
letters shall have the date left blank. The Despatch clerk in the Correspondence Bureau will make the neces¬ 
sary notation of date of mailing. 

9. The office mark for the Correspondence Bureau will be 2A-C. 

Robert Lansing, 

Secretary of State. 

Department of State, 

October 7, 1918. 


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